Manage document data in Word – custom document properties and DocProperty fields

Learn how DocTools DocPropertyManager can help you

DocTools DocPropertyManager makes it fast and easy to manage document data and to repeat data in Word using custom document properties and DocProperty fields. You can create as many custom document properties you want to hold different data. And you can insert DocProperty fields where you want the data to appear in the document. This way, you maintain data in one place only and you can repeat the data as many times you want. In addition, it helps you secure correct and consistent content.

DocTools DocPropertyManager works with Word 2010Word 2013Word 2016Word 2019Word for Office 365 on PC.

The add-in includes smart and unique features for working with custom document properties and DocProperty fields in Word that are not found elsewhere.

Use DocTools DocPropertyManager to manage document data like letterhead info, client names, product names, titles, and other specific data in Word documents. The add-in is useful in all kinds of documents - letters, contracts, scientific reports, technical reports, technical specifications, user manuals, academic dissertations, etc.

Watch the short video below and read on to learn how DocTools DocPropertyManager can help you.

Single user license only EUR 57 - volume discount - see Pricing details below.

Video - see how you can manage document data and repeat data using the DocTools DocPropertyManager add-in

What users say about DocTools DocPropertyManager

I write lengthy and detailed software specifications, and I'm very picky about defining terms and using them consistently throughout a specification document. My latest specification is one for a Japanese customer where we have re-named some terms, and my Japanese colleague has the challenge of translating my lengthy document. But with the DocProperty tool, I'm able to make very good use of Word's Custom Property feature. I can easily redefine a custom property, and all references throughout the document are immediately updated. I can also translate any term to Japanese in a single step. Without the DocTools DocProperty program, I would have given up on Words Fields. (Using the built-in MS Word utility is frustrating at best, and nearly unusable at worst!)

The software was easy to try (full-featured free trial) and the price was very worth it when I bought the licensed copy. I've since received excellent and courteous technical support (resolved in a few hours on a weekend, no less). Needless to say, I'm a very happy customer. Thanks!

Stephen Green, Principal Solution Analyst, Engineering Intent Corporation

Pricing and general information

​Version number:

Release date:

Supported Word versions:

Licensing per computer:

Free trial - try before you buy:

Volume discount:

Updates:

2.2 (see Changelog for info about versions and changes)

November 19, 2018

​Word 2010, Word 2013, Word 2016, Word 2019, Word for Office 365 on PC

One license per computer is required (see License Terms)

15 days

Applies to licenses purchased on a single order

Minor updates within 12 months for free

Save 50% on upgrade licenses for later full number versions

Number of licenses

Per license price in Euro*

1-4 licenses

57 Euro

5-9 licenses

55 Euro

10-24 licenses

52 Euro

25-49 licenses

47 Euro

50-99 licenses

42 Euro

100 or more licenses

37 Euro

* Prices do not include applicable taxes

Introduction to DocTools DocPropertyManager features

The tools in DocTools DocPropertyManager are useful for both normal users and superusers who are responsible for e.g. corporate Microsoft Word templates.

DocTools DocPropertyManager lets you do everything you can do using the built-in functionality for working with custom document properties and DocProperty fields - plus a lot more.

Note that custom document properties and DocProperty fields created using DocTools DocPropertyManager  will work as if they had been created using Word's built-in functionality. Therefore, users who don't have DocTools DocPropertyManager installed can work with your documents as they would normally do. However, they can't assign multi-line values to custom document properties using the built-in functionality.

The user interface (i.e. screen texts in the Ribbon, dialog boxes, help, etc.) of DocTools DocPropertyManager can be configured to English or Danish. However, the add-in can be used with any language version of Word.

DocTools DocPropertyManager is easy to use. You can start using it immediately but it is recommended to spend time on familiarizing with the functionality in order to take full advantage of all the features.

Examples of special features in DocTools DocPropertyManager

Below you will find a list of some of the special features that are included in DocTools DocPropertyManager. The tools will make your work with custom document properties and DocProperty fields in Word more efficient.


You can access the functionality from the Document Properties and DocProperty Fields group in the DocTools  tab in the Ribbon:

DocTools DocPropertyManager - The Document Properties and DocProperty Fields group

The commands Manage Properties and Manage DocProperty Fields let you open two variants of the same dialog box - it is your control center for working with custom document properties and DocProperty fields.

The dialog box can remain open as you work. You can open it or activate it using the shortcut Ctrl+Shift+Y.

With the click of a button you can insert a DocProperty field that shows the value of the custom document property you want

You can filter the list of custom document properties - in a moment, you can reduce the list of properties the precisely the one you need

You can expand the list of custom document properties so you can see more properties and/or more information about the properties

Buttons in the main dialog box make if fast to add, modify and delete custom document properties and to insert DocProperty fields

You can Rename custom document properties

You can sort custom document properties alphabetically

You can insert line breaks and new paragraphs in the value of custom document properties

If you modify the name, value or type of a custom document property, all affected DocProperty fields are automatically updated

You can export custom document properties to a new document that provides an overview and lets you add, modify and delete them in a table

​Import custom document properties from any other Word document and select how to handle coincidence of names etc.

Quickly modify the values of all custom document properties that are in use in one or more DocProperty fields in a document

Automatically add missing custom document properties that are referred to in DocProperty fields in the document

Quickly browse through DocProperty fields in a document - find DocProperty fields that use a specific property or find DocProperty fields with errors caused by a missing custom document property

See how many DocProperty fields use a specific custom document property

And much more...

You will find more details about the DocTools DocPropertyManager features below. See also the comparison of features in DocTools DocPropertyManager and Word's built-in features for working with custom document properties and DocProperty fields at the end of this page.

More details about the DocTools DocPropertyManager features

Background

Custom document properties and DocProperty fields have been in use in most of my Word templates and documents for several years. I find the combination of custom document properties and DocProperty fields very well-suited for many types of data in documents.

I have always found the built-in functionality in Word for working with custom document properties too limited in features. In addition, I find the user interface too inefficient to work with. Therefore, I decided to develop my own tools. I developed the first version of DocTools DocPropertyManager several year ago and I have used it on a daily basis myself. The DocTools DocPropertyManager add-in has also been part of a number of custom Word solutions I have developed for my clients. I have now improved the add-in further and extended it with extra features. Version 2.0 is the first version available from this website.


Understanding custom document properties and DocProperty fields

Word includes a number of built-in properties (Title, Author, etc.) to which you can assign the values you want.
Custom document properties are properties you define yourself. Each custom document property must have a name and a value.
You can create as many custom document properties you want. Both the name and the value are limited to 255 characters.

Use DocProperty fields to insert the values of custom document properties in documents

You can insert the value of any custom document property (or built-in property) by inserting a field of the type DocProperty. A field in Word is a set of codes that instructs Word to automatically insert material into a document. The field code of a DocProperty field must refer to the relevant custom document property by including the name of the property (see the illustration below). The DocProperty field will then display the value currently assigned to the custom document property. If you change the value of the property and update fields, the new value will be displayed. See the example below.

Example of custom document property and DocProperty field

Example of custom document property and DocProperty field

Left:
Name and value of custom document property.

Top-right:
A DocProperty field has been inserted in a document, showing the value of the custom document property as the field result.

Bottom-right:
The field code of the DocProperty field. The name in the code tells Word which custom document property value to insert.

Maintain data in one place only - repeat the data as many times you want

You can insert as many DocProperty fields you want. In addition, any number of DocProperty fields  can refer to the same custom document property. This way, you can use custom document properties to hold data and you can use DocProperty fields to insert and repeat the data in the document as many times you want. This way, you only have to maintain the value in one place. Even if you delete all DocProperty fields, the custom document properties are preserved in the document, ready for being used later.

Why not just use bookmarks and cross-references to bookmarks to repeat data?

There are other methods in Word to repeat data. For example, you can bookmark a text and have the text repeated elsewhere by inserting a cross-reference to the bookmark. However, a bookmark easily gets deleted - this happens if you delete the bookmarked content - and any cross-reference referring to the bookmark will fail once the bookmark is gone. One of the very big advantages of using custom document properties instead of bookmarks is that custom document properties can exist independently of the content in the document, as explained above - they do not get deleted when editing the document content.

You can also use custom document properties to hold data without using the data in any DocProperty fields. For example, you may use macros that fetch values from custom document properties to perform certain operations.

Four types of custom document properties

Word supports four types of custom document propertiesText, Date, Number, Yes or no. You can also create all four types using DocTools DocPropertyManager. You will find detailed information about the different types in the help included with the add-in. However, it is likely that you will use the type Text for all or almost all custom document properties. 

You will also find more details about how custom document properties and DocProperty fields work in the help built into DocTools DocPropertyManager.

Back to Quick Navigation  


About the functionality of DocTools DocPropertyManager

The user interface of DocTools DocPropertyManager can be configured to English or Danish. However, the add-in can be used with any language version of Word.

DocTools DocPropertyManager is easy to use. You can start using it immediately but it is recommended to spend time on familiarizing with the functionality in order to take full advantage of all the features. You have access to the functionality of the add-in via the Document Properties and DocProperty Fields group in the DocTools  tab in the Ribbon:

The Document Properties and DocProperty Fields group in the DocTools tab

The Document Properties and DocProperty Fields group

You will find a short description of each command in Overview of DocTools DocPropertyManager commands below.

The Import/Export Properties menu

Custom document properties - Import/Export Properties menu

TIP: You can add any of the commands to the Quick Access Toolbar (QAT) if you want. To do this, right-click the desired command and click Add to Quick Access Toolbar.

Help and tips are built into the add-in

If you hover the mouse over a command, you will see a short description of the command. When you select a command that opens a dialog box, the dialog box will show information about what to do. In addition, the Help on DocTools DocPropertyManager command in the Help/Settings menu provides comprehensive help.

The Help/Settings menu:

Custom document properties and DocProperty Fields - Help/Settings menu

Example of help that appears when hovering the mouse over a command:

Custom document properties and DocProperty Fields - Example of help text that appears on hover on a command

About the Manage Properties and Manage DocProperty Fields commands

The commands Manage Properties and Manage DocProperty Fields let you open two variants of the same dialog box - your control center for working with custom document properties and DocProperty fields.

Both variants of the dialog box show the list of properties currently defined in the active document but the two variants let you perform different actions via buttons below the list. See the illustration below.

You can switch between the two variants via the Manage field. If you want to modify built-in properties (Title, Author, etc.), you can also switch to the built-in dialog box via the Manage field.

The dialog box can remain open as you work. In addition to using the Ribbon commands, you can open it or activate it using the shortcut Ctrl+Shift+Y.

Custom document properties and DocProperty fields

The Manage DocProperty Fields variant and the Manage Properties variant of the dialog box shown side by side.

Note that the contents marked by the red frames and (1) are identical in the two variants whereas the buttons at the bottom of the dialog boxes marked by (2) and (3) are different.

Also note the red info text below the list. You can see the number of DocProperty fields that use the selected custom document property.


Unique features for modifying custom document properties

You can modify custom document properties in ways that are not possible via Word's built-in functionality.
For example, you can:

  • Rename custom document properties
  • Sort custom document properties alphabetically
  • Insert line breaks and new paragraphs in the value of custom document properties

The illustration to the right shows the dialog box that opens when you click the Add button. A variant of the same dialog box opens if you click Modify.

When you modify custom document properties, options let you select to automatically go to the next property and to ignore all properties that are not in use in any DocProperty fields.

Add custom document property

If you are going to add more properties at once, you can turn on Add new property immediately after OK. Then the dialog box opens again, ready for you to define the next property.


Filter button lets you quickly find and select the desired custom document property

Filter to quickly find a specific custom document property

You can use the Filter button field to quickly reduce the list of custom document properties to the item you need:

In the example illustrated to the left, the document contains 684 custom document properties.

It takes only a moment to reduce the list to a single property if you type a unique part of the desired custom document property name in the Filter list.

The number of listed items decreases as you type.


Expand the Document Properties and DocProperty Fields dialog box to see more details and/or more custom document properties

Click More>> to expand the width of the dialog box so you can see the value and type of each property in the list.

Click <<Less to reduce the width.

Click Long List to expand the height of the property list so you can see more properties at a time.

Click Short List to reduce the height.

The dialog box remembers both the size and position and the last selected property.

Expand dialog box to see more custom document property info

Find DocProperty fields that match certain criteria

If you click More>> when the DocProperty Fields is selected in the Manage field in the dialog box, you get access to a group of Find buttons that can help you quickly locate DocProperty fields that match certain criteria.

Feature for finding DocProperty fields

Previous / Next
Finds the previous or next DocProperty field-felt regardless of which property the field refers to.

Previous Match / Next Match
Finds the previous or next DocProperty field that matches the currently selected property in the list.

Previous Error / Next Error
Finds the previous or next DocProperty field that shows an error because it refers to a property that does not exist.


Quickly modify document data in a document

The command Modify Document Data examines all DocProperty fields in the document. For each custom document property that is referred to in one or more DocProperty fields, you will be prompted to modify the property value as needed. This way, the command makes it fast to modify data in the individual document.

The command will also automatically add any missing properties (as the Add Missing Properties command). All affected fields will automatically be updated with the new values.

You can achieve the same by a combination of the commands Add Missing Properties and Manage Properties > Modify button. However, that fastest method is to use Modify Document Data if the purpose is to assign values to all DocProperty fields, e.g. in a new document based on a template with DocProperty fields.


Automatically add missing custom document properties

If you insert content copied from another document, the copied content may include DocProperty fields. If the target document does not include custom document properties that match the DocProperty fields, those fields will show an error when updated.

The command Add Missing Properties makes it possible, with a couple of clicks, to automatically add even a large number of missing custom document properties. Once added, you can modify the values as needed.


Export custom document properties

Use the command Export Custom Document Properties in the Import/Export Properties menu to create a new document with a table that includes a row per custom document property in the active document. The export document will also include the full set of custom document properties from the source document.

Export custom document properties - table

TIP: You can, for example, adjust the table in an export document to include a subset of custom document properties you need in many documents. You can then quickly import that set of custom document properties to any Word document when needed.

Example of part of a table in an export document. The document also includes information about how to handle the table.

You can add and remove rows, edit names and values directly in the table. When finished, use the Update Custom Document Properties in Export Document to have properties in the export document updated to match the table data. You can then use the document to import the custom document properties to other documents.


Import custom document properties

Use the command Import Custom Document Properties in the Import/Export Properties menu to import custom document properties from any other Word document. If needed, you can import properties from more than one document, one at a time. You can also import properties from a document created using the Export Custom Document Properties command.

Import custom document properties

The Import Custom Document Properties dialog box lets you select how to handle existing custom document properties in the target document, etc.

You can also select to have the built-in property values (Title, Author, etc.) imported at the same time. The imported values for the built-in properties will replace the current values in the target document.


Overview of the commands in DocTools DocPropertyManager

Note that the look of the icons vary depending on the version of Word.

Command name

Icon

Description

Manage Properties

Manage Properties - icon

Opens a dialog box that lets you add, modify and delete custom document properties.  You will find more details above.
See also the command below. You can toggle between the two variants directly from the dialog box.

Manage DocProperty Fields

Manage DocProperty Fields - icon

Opens a dialog box that lets you insert DocProperty fields, search DocProperty fields, etc.   You will find more details above.
See also the command above. You can toggle between the two variants directly from the dialog box.

Modify Document Data

Modify Document Data - icon

Lets you modify values of all custom document properties that are in use in one or more DocProperty fields in the document. The command will also automatically add any missing properties (as the command below). You will find more details above.

Add Missing Properties

Add Missing Properties - icon

Checks all DocProperty fields in the document. If DocProperty fields are found that refer to custom document properties that don't exist, the command will automatically add the missing custom document properties. You will find more details above.

Import Custom Document Properties

Import Custom Document Properties - icon

Lets you import custom document properties from any other Word document, incl. a document created via the Export Custom Document Properties command.

Export Custom Document Properties

Export Custom Document Properties - icon

Lets you export custom document properties from the active document to a new document.
The properties will be listed in a table for easy overview. You may modify properties directly in the table.

Update Custom Document Properties in Export Document

Update Custom Document Properties in Export Document - icon

The active document must be created via the Export Custom Document Properties command. Use this command to update the properties in the document if you have manually changed the table that lists the properties.

Help on DocTools DocPropertyManager

Help on DocTools DocPropertyManager - icon

Provides help and tips related to DocTools DocPropertyManager. You can print the help or save it as PDF as needed. You can also open a User's Guide from the window.

Display/Language

Display/Language - icon

Opens a dialog box that lets you select whether screen texts in the tab, dialog boxes, etc., are to be displayed in English or Danish.

About Undo

About Undo - icon

Shows information about Undo.

About DocTools DocPropertyManager

About DocTools DocPropertyManager - icon

Opens a dialog box with information about DocTools DocPropertyManager (version number, rights, etc.)

See also the comparison of features in DocTools DocPropertyManager and Word's built-in features for working with custom document properties and DocProperty fields at the end of this page.

Custom document properties and DocProperty fields - 
Comparison of features

DocTools
DocPropertyManager

Word's built-in
features

Add/create custom document properties

Modify the value of custom document properties

Delete a single custom document property at a time

Rename custom document properties

Insert line breaks in the value of custom document properties

Insert new paragraphs in the value of custom document properties

Sort custom document properties alphabetically

Export custom document properties to a separate document that provides an overview of them and lets you add, modify and delete them in a table

Import custom document properties from any other Word document

Fast insertion of a DocProperty field for any custom document property

Quickly find DocProperty fields that refer to a specific custom document property

Quickly find the next DocProperty field in the document

Quickly find any DocProperty field with error

Automatically update DocProperty fields if the name or value of a custom document property has been modified

Automatically add missing custom document properties that are referred to in DocProperty fields in the document

Quickly modify the values of all custom document properties that are in use in one or more DocProperty fields in a document

Automatically mark all DocProperty fields with error due to deletion of the related custom document property

Delete all custom document properties in a single operation and have the option to determine what to do with DocProperty fields in the document

Dialog box can be resized so you can see many/few properties at a time and see more/less types of information at a time

Dialog box remembers size, position and last selected property

Filter list of custom document properties for very fast selection

Dialog boxes show information about how many DocProperty fields use the selected property

Main dialog box can remain open, ready for fast management of properties and fields

15 day free trial - try before you buy

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